FY2017
ARTS PARTNERS
Guidelines
Postmark Deadline March 1, 2016
PROGRAM GUIDELINES
In addition to the enclosed guidelines, All Grants must adhere to the West Virginia Commission on the
Arts General Guidelines; find them here: http://www.wvculture.org/arts/grants.html
CONTENTS
Program Snapshot
PROGRAM CONTACT
Contact Debbie R. Haught, Community Arts Coordinator at Debbie.R.Haught@wv.gov or
304-558-0240, extension 714
This is a program of the West Virginia Division of Culture and History & Commission on the Arts
The Culture Center / 1900 Kanawha Boulevard, East / Charleston, WV 25305-0300
P: 304-558-0240 / TDD: 304-558-3562 / F: 304-558-3560
www.wvculture.org
We are an AA/EEO and welcome your questions and comments.
All publications and application forms are available in alternative formats upon request.
Contact ADA Coordinator, at
304-558-0240 ext. 152 (phone) or 304-558-3562 (TDD)
What is Arts Partners?
The WVCA offers general operating support—a grant made to further the general purpose or work of
an organization rather than a specific purpose or project—to long standing, stable arts organizations,
and acknowledges arts services to the community through the Arts Partners program. The criteria
upon which applications to this category are reviewed include artistic excellence, effective
management, advocacy, community impact, year-round programming and accessibility to audiences
and artists. To become an Arts Partner, applicants are evaluated for readiness through a PreApplication process; pre-application is required of all first-time applicants.
Who May Apply to the Arts Partners Program?
501(c)(3) arts organizations, incorporated; who have provided programming in the state of WV for
at least five years prior to application AND meet the eligibility requirements and performance
expectations
Eligibility Requirements
 Mission statement that includes the arts and service to a broad and diverse audience
 Offer year-round programming, of which at least 75% is arts programming
 Have an approved long-range plan of at least 3-5 years, including budgetary planning that is
updated annually
 Have a board of directors empowered to formulate policies and be responsible for the
governance and administration of the organization, its programs and finances
 Be a previous recipient of at least three successful consecutive years of WVCA programmatic
funding
 Have a minimum budget size of $100,000
 Be an IRS 501(c)(3) arts organization, incorporated and programming in West Virginia for at
least five years prior to application
 Organizations with budgets of more than $250,000 must have qualified full-time staff;
Organizations with less than $250,000 must have qualified part-time or full-time staff
 Organizations with budgets of more than $750,000 must present a financial audit of the most
recently completed fiscal year; Organizations with budgets of $750,000 or less must present a
financial review of the most recently completed fiscal year NOTE: When reporting financial
activity clear divisions must be made between operating and capital aspects of your
organization. Organizations with endowments or permanently restricted funds from which the
earned income is used to support operating expenses, must describe such funds in the budget
narrative and documents. Advice from legal and financial advisors is recommended.
 Applicant must submit proof of up-to-date 990s. WVCA review will include a Guidestar review
of all applicants’ compliance
 Must include financial statements to illustrate the fiduciary responsibility of arts organizations
and their governing boards. Organizations should consult with the Director of Arts and/or the
Community Arts Coordinator to discuss the appropriate method of reporting
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Must be in good standing with the WVDCH, having satisfied all administrative requirements of
other grants awarded to it by the WVCA, including final reports.
WVDCH/WVCA: ARTS PARTNERS GUIDELINES FY2017
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Performance expectations:
o Clearly articulated artistic mission statement with service to a broad-based, diverse
audience
o Ability to demonstrate collaborations
o Ability to demonstrate value and community impact of the arts presented
o Advocacy for the arts
o Compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with
Disabilities Act (ADA).
o Use of West Virginia artists
Who is NOT eligible?
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Divisions or departments of larger institutions
National Service Organizations or Consortiums
Organizations who receive more than 25% of their operating budgets through funds or in-kind
services from other state agencies.
Organizations whose focus is education and which award academic credits
Organizations whose main purpose is not the arts
Other state agencies or divisions of those state agencies
Arts Partners funding is tiered by organization operating revenues; these levels represent eligible
funds, not a guaranteed award. For each tier a percent of the last completed fiscal year operating
revenues is available for award. Awards are made within these tiers based on the strength of an
applicant’s application and a percentage of the overall granting budget of the WVCA. The minimum
award is $10,000 and maximum award is $100,000.
TIER
ONE
TWO
THREE
FOUR
FIVE
SIX
SEVEN
EIGHT
BUDGET SIZE
$4 million and above
$3 – 3,999,999 million
$2 - 2,999,999 million
$1 – 1,999,999 million
$750,000 – $999,999
$500,000 - $749,999
$250,000 – 499,999
$100,000 – $249,999
% OF BUDGET AWARDED
up to 1-2%
up to 2-3%
up to 3-4%
up to 4-6%
up to 6-8%
up to 8-10%
up to 10-12%
up to 12-15%
Does this grant require a match?
Yes. Arts Partners are awarded up to 1% - 15% of their operating revenues under this program. The
match is achieved through the organization’s operating budget.
WVDCH/WVCA: ARTS PARTNERS GUIDELINES FY2017
What funding amounts are available?
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How do I become an Arts Partner?
New applicants to the Arts Partners category must submit a letter of intent. Upon invitation, eligible
applicants will receive and complete a Pre-Application packet. Upon receipt of the Pre-Application, the
Program Coordinator will schedule an interview meeting for selected members of the board of
directors and staff leadership of the new applicant organization with arts staff and a member of the
WVCA. If accepted into Arts Partners category, applicants will complete the Arts Partners application.
OCTOBER 1
NOVEMBER 1
NOVEMBER-DECEMBER
JANUARY 15
MARCH 1
APRIL-MAY
JULY 1
JULY 1 -JUNE 30
FINAL REPORT
Letter of intent to apply for all new applicants. Arts staff will respond to
letter of intent by OCTOBER 15th with the Pre-Application packet.
Deadline for submission of Arts Partners Pre-Application Packet
Interview meetings held
Announcement of applicants accepted into Arts Partners
Application deadline for the Arts Partners Grant
Panel review of Arts Partners Grants
Notification of Award
Grant year in which grant funds must be spent.
Due 30 days after end of fiscal year.
Yes. Arts Partners are eligible for one grant award under this program. They are ineligible for grants in
any other categories, with the exception of Community Arts Project Support: Presenting West Virginia
Artist(s) Exhibition Program, Cultural Facilities and Capital Resources Grant Program, and West Virginia
Arts Presenters General Operation Support Eligibility and any National Endowment Initiatives such as
Challenge America WV State Partnership Grants or American Masterpieces. Tier Eight applicants ONLY
are eligible to apply for Staffing Support, under the Community Arts Project Support Category.
Unsuccessful applicant to the Arts Partners category will continue to have full access to all other grant
programs provided by the WVDCH/WVCA.
Requirements for Arts Partners
The following attachments are required for the Arts Partners application:
 Audited financial statement or reviewed financial statement for the last completed fiscal year.
(e.g. when applying for FY2017 grant at the March 1, 2016, deadline, present audited financial
statements for year ending June 30, 2015).
NOTE: The audit or review must include operating revenues, which includes grants,
contributions, and earned income to support the related year’s operating expenses. It does
NOT include in-kind donations or money raised for capital purposes, significant debt reduction
or endowments. A copy of the board-approved long-range plan, with a one-page executive
summary clearly indicating annual updates.
 Front page of the organization’s most recent 990.
 A complete list of the board of directors with a brief bio and a description of each member’s
board responsibilities and/or area of assignment.
WVDCH/WVCA: ARTS PARTNERS GUIDELINES FY2017
Will being an Arts Partner change my WVCA grant eligibility?
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A list of key paid or volunteer staff, with a brief description of areas of responsibility and key
resume facts.
Marketing Plan
Samples of advocacy efforts
Evaluation tool samples
Marketing/publicity samples
Letters of support from partners, collaborators, or community members
Letters of verification of matching funds
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Any applicant denied a grant under the provisions of this rule may appeal by writing to the
director of Arts, requesting that the application be reconsidered.
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The letter of appeal must be received no later than sixty days after receipt of the notice of
denial.
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The WVCA will consider appeals only if the applicant can document specific examples that
demonstrate the application was misrepresented or improperly reviewed.
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The director of Arts shall review the letter and submit it along with a copy of the application to
the WVCA for consideration at the next regular meeting.
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The director of Arts shall notify the applicant within ten days of the decision of the WVCA.
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If an appeal presents new material or adds new purposes to the project which is the subject of
the appeal, the request will be treated as a new application by the WVCA. New applications
shall be reviewed in the next grant cycle.
WVDCH/WVCA: ARTS PARTNERS GUIDELINES FY2017
Appeal Process
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